SCHEDULE C – FORM OF PROPOSAL
RFP Project Title:
Conference Consultant
RFP Reference No.:
1220-030-2015-014
Legal Name of Proponent:
Contact Person and Title:
Business Address:
Telephone:
Fax:
E-Mail Address:
TO:
City Representative: Richard D. Oppelt, Purchasing Manager
Address:
Surrey City Hall
Finance & Technology Department – Purchasing Section
Reception Counter, 5th Floor West
13450 – 104 Avenue, Surrey, B.C., Canada V3T 1V8
E-mail for PDF Files: purchasing@surrey.ca
Dear Sir:
1.0
I/We, the undersigned duly authorized representative of the Proponent, having received
and carefully reviewed all of the Proposal documents, including the RFP and any issued
addenda posted on the City Website and BC Bid Website, and having full knowledge of the Site,
and having fully informed ourselves as to the intent, difficulties, facilities and local conditions
attendant to performing the Services, submit this Proposal in response to the RFP.
2.0
I/We confirm that the following schedules are attached to and form a part of this
Proposal:
Schedule C-1 – Statement of Departures;
Schedule C-2 – Proponent’s Experience, Reputation and Resources;
Schedule C-3 – Proponent’s Technical Proposal (Services);
Schedule C-4 – Proponent's Technical Proposal (Time Schedule); and
Schedule C-5 – Proponent’s Financial Proposal.
3.0
I/We confirm that this proposal is accurate and true to best of my/our knowledge.
Conference Consultant RFP #1220-030-2015-014
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4.0
I/We confirm that, if I/we am/are awarded a contract, I/we will at all times be the “prime
contractor” as provided by the Worker's Compensation Act (British Columbia) with respect to the
Services. I/we further confirm that if I/we become aware that another consultant at the place(s)
of the Services has been designated as the “prime contractor”, I/we will notify the City
immediately, and I/we will indemnify and hold the City harmless against any claims, demands,
losses, damages, costs, liabilities or expenses suffered by the City in connection with any failure
to so notify the City.
This Proposal is submitted this ________ day of ________ [month], _________ 2015
I/We have the authority to bind the Proponent.
________________________________________
(Legal Name of Proponent)
_________________________________________ ________________________________________
(Signature of Authorized Signatory)
(Signature of Authorized Signatory)
_________________________________________ ________________________________________
(Print Name and Position of Authorized Signatory)
(Print Name and Position of Authorized Signatory)
Conference Consultant RFP #1220-030-2015-014
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SCHEDULE C-1 - STATEMENT OF DEPARTURES
1.
I/We have reviewed the proposed Contract attached to the RFP as Schedule “B”. If
requested by the City, I/we would be prepared to enter into that Contract, amended by
the following departures (list, if any):
Section
Requested Departure(s) / Alternative(s)
______________________________________________________________________
______________________________________________________________________
2.
The City of Surrey requires that the successful Proponent have the following in place
before commencing the Services:
(a)
Workers’ Compensation Board coverage in good standing and further, if an
“Owner Operator” is involved, personal operator protection (P.O.P.) will be
provided,
Workers' Compensation Registration Number ___________________________;
(b)
Prime Contractor qualified coordinator is Name: _______________
and Contact Number: _________________________;
(c)
Insurance coverage for the amounts required in the proposed Agreement as a
minimum, naming the City as additional insured and generally in compliance with
the City’s sample insurance certificate form available on the City’s Website at
www.surrey.ca search Consultants Certificate of Insurance;
(d)
City of Surrey or Intermunicipal Business License: Number ________________;
(e)
If the Consultant’s Goods and Services are subject to GST, the Consultant’s GST
Number is _____________________________________; and
(f)
If the Consultant is a company, the company name indicated above is registered
with the Registrar of Companies in the Province of British Columbia, Canada,
Incorporation Number ___________________________________.
As of the date of this Proposal, we advise that we have the ability to meet all of the
above requirements except as follows (list, if any):
Section
Requested Departure(s) / Alternative(s)
______________________________________________________________________
______________________________________________________________________
3.
I/We offer the following alternates to improve the Services described in the RFP (list, if
any):
Section
Requested Departure(s) / Alternative(s)
______________________________________________________________________
______________________________________________________________________
Conference Consultant RFP #1220-030-2015-014
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4.
The Proponent acknowledges that the departures it has requested in Sections 1, 2 and 3
of this Schedule C-1 will not form part of the Contract unless and until the City agrees to
them in writing by initialling or otherwise specifically consenting in writing to be bound by
any of them.
Conference Consultant RFP #1220-030-2015-014
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SCHEDULE C-2 - PROPONENT’S EXPERIENCE, REPUTATION AND RESOURCES
Proponents should provide information on the following (use the spaces provided and/or attach
additional pages, if necessary):
(i)
Location of primary business, branch locations, background, stability, structure of
the Proponent and number of years business has been operational;
(ii)
A summary of the proponent’s past experience in planning, coordinating and
managing events of similar scale and scope. Include details regarding experience
in solicitation of sponsorships and sponsorship fulfillment, development of the
event’s overall concept and rollout, and assistance in identifying, booking and
briefing speakers and panellists;
(iii)
A summary of the Proponent’s experience in working with government;
(iv)
Proponent’s demonstrated ability to provide the Services;
(v)
Proponent’s equipment resources, capability and capacity, as relevant. Confirm
the availability of the Proponent’s resources to ensure that deadlines are met in a
timely manner. Proponent should demonstrate their capacity to work on all three
events simultaneously;
(vi)
Proponent’s references (name and telephone number). The City's preference is
to have a minimum of three references (government preferred). Should supply
references of same or similar size and scope completed;
(vii)
Proponent’s financial strength (with evidence such as financial statements, bank
references);
(viii)
Describe any difficulties or challenges you might anticipate in providing the
Services to the City and how you would plan to manage these; and
(ix)
Proponents should provide information on the background, experience and
qualifications of all key personnel (including project manager(s)) proposed to
undertake the Services (use the spaces provided and/or attach additional pages,
if necessary):
Key Personnel
Name:
Experience:
Dates:
Project Name:
Responsibility:
Dates:
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Project Name:
Responsibility:
Dates:
Project Name:
Responsibility:
Project Approach – Team Roles
(x)
Proponents should provide an outline of the resource roles and estimated effort
required for this project. (use the spaces provided and/or attach additional pages,
if necessary):
Role
Name
Forecasted
Days/Hrs.
Project
Sub-Consultants
(xi)
Proponents should provide the following information on the background and
experience of all sub-consultants proposed to undertake a portion of the Services
(use the spaces provided and/or attach additional pages, if necessary):
DESCRIPTION OF SERVICES
SUB-CONSULTANTS
NAME
Conference Consultant RFP #1220-030-2015-014
YEARS OF
WORKING WITH
PROPONENT
TELEPHONE
NUMBER AND EMAIL
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SCHEDULE C-3 - PROPONENT’S TECHNICAL PROPOSAL (SERVICES)
Proponents should provide the following (use the spaces provided and/or attach
additional pages, if necessary):
(i)
a narrative that illustrates an understanding of the City’s requirements and scope
of Services;
(ii)
a description of the general approach and project management methodology
(including but not limited to demonstrating experience in recruiting and managing
vendors or sub-contractors and suppliers) that the Proponent would take in
performing the Services including how you would achieve each conference target
registration numbers;
(iii)
a high level work plan outlining major activities, milestones and logistical
considerations for each conference (see also Schedule C-4 – Time Schedule);
(iv)
an overview of potential creative concepts for each conference, including
theming;
(v)
a narrative that illustrates how the Proponent will complete the scope of Services,
manage the Services, and accomplish required objectives within the City’s
schedule;
(vi)
a description of the standards to be met by the Proponent in providing the
Services;
(vii)
a list of the significant reports that you would anticipate providing the City’s
management team, including their relationship to project milestones and the
method of delivery (electronic, paper, e-mail, other). The Proponent should
provide samples of previous work from similar events (e.g., critical timeline,
budget (including detailed accounting management plan), conference program,
conference final report, etc.);
(viii)
any value added services that your company can provide that may compliment or
enhance our requirements; and
(ix)
a narrative that illustrates knowledge and experience in managing budgets for
large-scale events.
Conference Consultant RFP #1220-030-2015-014
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SCHEDULE C-4 - PROPONENT’S TECHNICAL PROPOSAL (TIME SCHEDULE)
Proponents should provide a high level work plan, an estimated schedule, with major item
descriptions, and logistical considerations for each conference indicating a commitment to
perform the Services within the time specified (use the spaces provided and/or attach additional
pages, if necessary).
Conference: ___________________________________
ACTIVITY
Day
Start
Day
End
SCHEDULE IN ____________
1
Conference Consultant RFP #1220-030-2015-014
2
3
4
5
6
7
8
9
10
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SCHEDULE C-5 - PROPONENT’S FINANCIAL PROPOSAL
Indicate the Proponent’s proposed fee (excluding GST), and the basis of calculation (use the
spaces provided and/or attach additional pages, if necessary) as follows (as applicable):
1.
As per the RFP, the primary financial information required is: “a breakdown of tasks,
level of effort, and costs for the deliverables which are part of the scope of Services for
this RFP.” It is acceptable to sub-theme the deliverables according to the headings in the
RFP with an estimate of the total expected number of hours per sub-theme.
Schedule of Rates:
Conference: __________________________________
Item
No.
Description
Estimated Hourly
Quantity of Rate
Hours
Total Price
Labour:
Materials:
Disbursements:
Subtotal:
TOTAL PROPOSAL PRICE (excluding
taxes) :
Additional Expenses:
The proposed Contract attached as Schedule "B" to the RFP provides that expenses are to be
included within the fee, other than the expenses listed in the Contract as disbursements.
Details of disbursements are to be shown in the chart above. Please indicate any expenses
that would be payable in addition to the proposed fee and proposed disbursements set out
above:
Payment Terms:
A cash discount of ______% will be allowed if account is paid within _______ days, or the
_________ day of the month following, or net 30 days, on a best effort basis.
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